Common Workflow Interruptions and Solutions

To optimize the workflow and maximize the benefits of KitCheck, we want to help you recognize commonly encountered workflow interruptions and formulate a course of action to move beyond them. This document presents common workflow interruptions and appropriate steps for resolution.

This message indicates something about a scan was irregular or interrupted.

First, check to see that the doors of the scanning station are completely shut and that all tagged items are at least 6 inches away from the scanning station.

If attempting to verify a batch of items, ensure that all tags in the scanning station are for the same NDC, lot number and expiration date.

If attempting to scan a tray, ensure that there is a kit tag on the tray and that there is only one tray in the station at a time.

This message indicates that some tags in a scan might have been improperly encoded, possibly compromising the scan’s data and ability to accurately track the item(s). If you see this message, please call the support line to troubleshoot the scan data and identify the items in question.

This message indicates that an item(s) in the current tray scan has also been seen in another tray scan. Update the scan results by completing another scan to clear the message and continue processing the tray as normal. If the message does not clear, please call the support line.

This message warns users that the scan data being viewed is not the most recent report for that tray. Unless users are trying to view the historical information for a tray, either click the link to view the latest scan, or process a new tray.

This message alerts users to discrepancies in the expiration dates for a previously tagged NDC and lot.

Steps to take if the expiration date is in fact in error:

If a regular pharmacist or pharmacy technician is logged in, they cannot proceed with printing tags for said item. Set the item(s) aside and contact a Super User, who can reference the Expiration Date Corrections user guide to make the appropriate correction.

If a Super User is logged in, click the link to correct the expiration date and make the appropriate changes.

This message indicates that an item in the current tray scan has not been verified. If a pharmacy technician is currently scanning the tray, they should remove the item that is unverified (referencing the unique 4-digit EPC), replace it with a verified item, and re-scan the kit. This will ensure that the tray is processed in a timely fashion and that the unverified item(s) can be addressed by a pharmacist.

If a pharmacist is logged in, they may take the same course of action (removing said item and replacing it with a verified unit) or follow the Click here to verify an item link to perform the verification.

A tray scan might result in the listing of Wrong Items for this Kit when in fact they are the correct drug types and will match the missing items listed. This discrepancy occurs when a previously un-seen NDC is scanned into a kit.

If a regular pharmacist or pharmacy technician is logged in, they cannot proceed with the scan, as the Add Formulary Item to Segment option will not display. Set the tray(s) aside and contact a Super User to perform the necessary association.

If a Super User is logged in, they will follow the blue Add Formulary to Segment link to teach KitCheck which segment the drug item matches with. After the initial association, KitCheck will recognize the item on all future scans.

On occasion, a tray scan summary will report items are missing that are in fact included in the kit. If the tray includes foil lined bags and/or large fluid filled bags (1L), they may be causing some limited interference with the tray scan.

Simply move the foil lined bag or large fluid bag to the side of the tray in the scanning station to avoid having the foil block any other tags from being recognized. Re-scan the tray and all items should register correctly.